10 Top Tips for running an event

I originally wrote this article for the Thames Valley Chamber magazine The Voice in 2014;

Running an event is one of the most enjoyable things you can do in business. Whether it’s a team building event for a department, a product launch or an event for 50,000 people with Royal VIP’s, here are our 10 Top Tips for running events

1. No two events are the same – At the start of the project, sit down with a ‘blank piece of paper’ and come up with some ideas. Even if you have run a similar event before it doesn’t hurt to take a fresh look.
2. Consider who will attend – Is the event internal or external? Will you be inviting clients, customers, suppliers or VIP’s? Will the public be attending? Once you know who will be coming, think about the numbers and plan your event accordingly.
3. What are your Aims? – Like anything in business, you need to be able to measure the success of an event. For a team building event for example are you looking to encourage a new team to work together or are you rewarding performance? Or for a product launch are you looking to engage with new clients or inform existing ones?
4. Location, Location, Location – You need to make sure that the venue suits your event as well as your budget. Some events work best in-house, bringing your clients in to see you can have a more positive effect than booking a flash hotel!
5. Day/Date/Time – This sounds like common sense but it’s a good idea to have a think about the optimum time for your event. Should the event be held during the working day, in the evening or at the weekend, this relates back to who will attend and is a key consideration when planning a successful event.
6. Communication is key – The first consideration should be getting people interested in the event. This may involve advertising in the mainstream or industry press, it could involve direct mail/email and most likely will include some form of Social Media. Once people are interested they become an extension of your communications team, provide them with information about your event to pass on to friends, family and colleagues by word of mouth including social media.
7. Roles & Responsibilities – You can’t be everywhere and do everything (although it’s common for event managers to think that they can!) so find the right people for the right roles. Involve people earlier rather than later, make sure that they have the event in their diary as well as any preparation time or meetings.
8. Dry run/rehearsal – It’s worth getting your team together for a walk through or table top exercise of the event. There may be things that come out of the discussion that can be included in the event plan.
9. On the day – DON’T PANIC! There are few events that pass off without a hitch; it’s in the nature of events that things may not go to plan! Be flexible; ‘adapt, improvise and overcome’. Part of the fun of events is thinking on your feet. In reality most people won’t even notice that things haven’t gone exactly to plan.
10. Post event routine – Although the visitors may have left, there is still work to be done! It’s good to think this through in advance. When considering roles and responsibilities don’t forget that you will need help clearing up after the event as well as before, many hands make light work especially when handing back a venue on time. The post event communications plan is just as important as well, if you can have your thank you emails or letters drafted before the event this will help in timely communications to attendees and supporters. Finally, ask for feedback from visitors and those involved in delivering the event. Take the feedback with you when you sit down with your ‘blank piece of paper’ for your next event.